Regular Meeting of Board of Directors
Posted on Thursday, December 03 2015


Minutes of the Regular Meeting of Board of Directors

November 16, 2015


The Sweetwater County Library System Board of Directors met in regular session on November 16, 2015, at Sweetwater County Library in Green River with the following present: Debbie Petrie-Bullock, Treasurer; (Via Phone), Barbara Van Matre and Travis Samulski, Board Members; Jason Grubb, Director; Barbara Kendall, Michelle Maser, Lindsey Travis, and Leora Kraft, library staff; and Doc Wendling, County Commissioner.


Petrie-Bullock called the meeting to order at 6:00 pm.


Approval of Agenda:

Van Matre made a motion to approve the agenda.  Samulski seconded and the motion carried.


Approval of Minutes:

Van Matre made a motion to approve the October regular meeting minutes Samulski seconded and the motion carried.


Financial Report and Approval of Expenditures:

The previously emailed October and November Checking Account Activity, Budget Analysis, Balance Sheet and Void Check reports were discussed.  There was a brief discussion on expenditures.  Van Matre made a motion to approve the financial reports of expenditures. Samulski seconded and the motion carried.


At the end of November we will be 5/12 through the fiscal year, a percentage of 41.7%.  The November Budget Analysis Report income is at 9.4%, administration expense is at 39.7%, operating expense is at 36.9%, capital expenditures is at 0%, and total expenses is at 38.7% , leaving us 2.9% unspent.




Board packets included a letter from the Wyoming State Quilters’ Guild announcing their donation of quilting books to the Library System and a letter from the County Commissioners introducing Travis Samulski as the System’s newly appointed board member.



Travis announced the winter reading program starts November 30th.  Santa Claus will be visiting the libraries and there will be holiday open houses in December.  There will also be a new spring guide listing January through May programs.


Public Comment: none


Old Business:

  1. Other - none


New Business:

  1. Vice Chair Election – Tabled until December meeting.
  2. Energy Audit planning - Grubb explained that an energy audit is available through a state program in the spring.  The audit is free and it’s possible that state sponsored programs may help solve some of the issues identified.  Grubb said that he had discussed the matter with Chuck Radosevich at the County and was looking for the Board’s input. After a brief discussion it was decided to move forward with the energy audit.
  3. Holiday Bonus - Grubb reviewed the history of County and System COLAS and bonuses.  He discussed budgeted items which have resulted in savings that would allow the possibly of a reduced holiday bonus for System employees.  Samulski asked Commissioner Wendling about next year’s COLA projections and Wendling said the Commissioners have not had the conversation yet.  Van Matre made a motion to approve a $1,000 bonus to all full-time employees and a prorated bonus based on hours to all permanent part-time employees to happen prior to December 1. She also motioned to approve the transfer of $50,465.39 from Commerce bank to Wells Fargo Bank to cover the expense.  Samulski seconded and the motion passed.
  4. Other-Meeting Room Policy - Grubb explained that in the past, the meeting room policy had been adopted by the Board as part of the policy manual.  This section is no longer part of the Library’s policy manual and he explained that the policy was in need of some changes.  He explained that we would like to the library managers to revise the meeting room processes and update them if the Board agreed.  Grubb was directed to update the processes.


Contracts: none


County Commissioner’s Report:

Wendling stated that Bairoil had acquired two modular buildings: one to be used as the town library and the other to be used as a health and community center and they will are scheduled to be moved immediately.  He also spoke about the new Granger community building which will house the new library.  He spoke briefly about the projected downfall in FY16 revenues and the Commissioner’s plan for a balanced budget and they’re commitment to staff.  He spoke briefly about the planned reappointment of Samulski at the next commissioners meeting.  Van Matre commended Wendling on his work with Bairoil and the rural communities.


Director’s Report:

Grubb spoke about the Bairoil site being readied for the modular to arrive.  He also stated that the Library Foundation committed $5,000 to help the Town of Bairoil move the Library modular.  He said the Granger library is waiting for the occupancy permit in order to finish moving in.  Once the permit is obtained, they will schedule an Open House and Grubb will forward the announcement to the Board.  Grubb also stated he has moved forward on the evaluation process and managers are completing the supporting training.  He is planning on having all evaluations done by the end of the year.


Monthly Statistics:

Grubb said the System has had 355 new card holders sign up since October 5th, WML youth checkouts increased 61% in October, digital content stats are holding steady and October events and computer stats are down slightly but attributes this to good weather.  Grubb spoke briefly about timing of events and stated the statistics are good overall.


Personnel Report:

Resignation/Terminations: none

New Hires: SCL Young adult Librarian eff 11/23/2015

Transfers: none


Set Time and Location for Next Meeting:

The date for the next regular meeting will be Monday, December 21, 2015 at White Mountain Library in Rock Springs at 6:00 pm


Adjourn: The meeting adjourned at 6:41pm.